Section 5, Chapter 2 (Documentation), Subsection 9 – Specifics on Documentation in Resource Licensing

Effective Date:  5-1-19


The initial recording should document the date the pre-service training assessment was reviewed and signed by the family and Children’s Division staff. Staff should also meet with the family’s biological/adopted children separate from the parents to discuss their feelings on alternative care placements and sharing their household. An overview of the Foster Family Profile, CD-56 and the types of placements and children desired, as well as the strengths and needs identified in the assessment and during the initial contact with the family should be included. The date the vendor was opened in the system should also be noted. The pre-service training class work/homework documents are to be returned to the resource provider(s) once their license has been approved and opened in the system.

The next recording should be to document the discussion of and agreement to the Professional Family Development Plan, CD-100. Within thirty (30) days of the family becoming licensed, the worker is to schedule a meeting to develop a Professional Family Development Plan CD100 with the resource family.

Any placements made, contacts with the family, staff concerns with the family, and trainings attended should be documented by the licensing worker. A summary should be completed at the end of each quarter that addresses any concerns or issues noted during the quarter, number and types of placements made, reasons for any moves out of the household, and training attended.

Subsequent Recording

Subsequent recording should document the date of the licensing worker’s home visits (which must occur a minimum of once each quarter) and contact with the family’s biological/adopted children. The worker should also document discussion of any licensing issues, placement concerns, progress and/or changes to the Foster Family Profile, CD-56, and any other issues/concerns noted by the Children’s Service Worker.

Ongoing documentation should include anytime the home is considered for placement and why the home was chosen or not, and the date any children moved from the household and why.

The quarterly summary is the CD-118. The quarterly summary should include the number and types of current placements, changes in household composition (i.e. divorce, death, illnesses, adoptions, births, etc.), and changes to the physical environment (moves, additions, remodels, etc). There should also be a discussion of any hotline reports, incidents, issues or concerns involving the foster, relative or kinship family and any action taken. It should also be noted if no action was taken and why.

Quarterly visits are conversational allowing for the sharing of concerns as well as accomplishments and development of a mutual relationship of trust. The visits are to be used as a prompt to have meaningful conversations about pertinent issues and assure compliance with licensing requirements. The conversation must include how the Reasonable and Prudent Parenting Standard is being applied in the home.

The CD-100 should be reviewed and updated annually and at each license renewal and should be documented in the case record.

Yearly updates should include the families’ progress in the CD-100 and with documentation of any changes made to the plan. A summary of the family’s performance should also include whether the family is meeting the core competencies, including the Reasonable and Prudent Parenting Standard, if there are areas of need identified for the family, and what strengths have the family demonstrated.

The CS-45, Resource Home and Safety Check list, is completed at the initial walkthrough and at license renewal.

Documentation of Contact with Children in Division Custody

Contact with all household members should be documented. However, only initials should be utilized when making reference to children in Division custody. This is true of all current and previous placements in the household. Resource family records are not confidential and may be requested by the public but information on children in Children’s Division custody is confidential. Using initials only will help to maintain confidentiality of the children in Division custody.

A list, Placement Report for Resource Home Record, CD-104 should be maintained in the front of the file with the names, placement and removal dates of all children in the resource family home. This form will be removed prior to the records being made public.

Foster Family Profile

A photograph of the resource provider’s family and the Foster Family Profile, CD-56, is to be placed under separate cover sheet and placed in the front of the resource provider’s record. The Foster Family Profile is to be accessible to the Family Support Team in making its determination and selection of placements for children. A new CD-56 is to be completed at the time of re-licensure or when there are changes in the household composition that impact the information gathered on the Foster Family Profile. The most recent CD-56 is to be kept in the front of the resource provider’s record. The obsolete CD-56 should be placed in the Family Assessment Section of the resource provider’s file, with a notation on the front page of the profile identifying it as obsolete.

Documentation of Criminal History

Staff should not list specifics in the narrative section of the file when documenting criminal history. The narrative should simply reflect one of the following:

  • Fingerprint based criminal background check results meet eligibility requirements;
  • Fingerprint based criminal background check results do not meet eligibility requirements; or
  • Fingerprint based criminal background check results require further review to determine if applicant is precluded from licensure.

Specific criminal history information may be included in the Resource Home Adverse Action Report, CS-20, when it is the basis for denial or revocation.At the time of re-approval or re-licensure, staff should destroy the criminal history report obtained for the last approval/licensure period. The previous record is obsolete and no longer required to be maintained in the record. Staff should document that the report was destroyed. This should be done only after receipt of the new criminal history report. Staff should not maintain any electronic copies of criminal history records.

Closing Summary

There should be a summary completed whenever a resource home is closed. For those closed voluntarily, the narrative should include why the family chose to close their license as well as any concerns or strengths of the family noted by staff. For those closed due to revocation, the licensing issue that led to the revocation and any other concerns should be documented clearly. The date of the exit interview and the discussion with the family should be documented in the closing summary. Provide a copy of the Resource Family Exit Interview, CD-112, for the resource provider to complete. The CD-112 shall be placed in the forms section of the case record. The CD-112 can be used to assist the worker in conducting the exit interview with the resource provider.